When dealing with a discrimination or harassment complaint, keep records of meetings and document your actions at those meetings. Even if it is not a formal complaint, make diary notes about all meetings and conversations, detailing who was present and the agreed outcomes.These notes can be kept to help you:
- monitor situations and staff over a period of time
- explain why you have taken a particular action.
Records need to be kept confidential.
Who keeps records?
- Managers or contact people can record any interaction with staff about discrimination or harassment, even if no complaints are made. They could use a complaint summary form, which does not identify people but will enable the business to track any problems.
- Anyone asked to intervene, even informally, keeps a record of what has been said and what action has been taken.
- Keep any details of complaints which have been investigated, upheld and resulted in disciplinary action.
- The person who was complained against should be allowed to view and make comments on any records.
- Keep records for seven years to allow for any civil actions and ensure resolution is final.
- Staff who believe they are being discriminated against or harassed should keep their own records of what happened and when.